Program Assistant 3, Gift Planning (Hybrid)

Department: Alumni Relations & Development
Salary/Grade: NEX/11

 

Target hiring range for this position will be between $22.00-$23.00 per hour. Offered salary will be determined by the applicant’s education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data. 

 

Job Summary:

This is a senior level administrative support position within the Gift Planning program, comprised of a 9-person team, and with primary responsibility for serving the senior executive director and a director, and secondary responsibility for supporting other team functions at the discretion of the senior executive director.

This individual coordinates administrative activities which include prioritizing, directing and responding to business matters for an office that focuses almost exclusively on planned gifts, which are often arranged via a legal instrument and usually received after the donor’s lifetime.

This individual manages processes that are both internal and external to the program and interacts regularly with high level ARD colleagues and donors. This individual creates and maintains complex spreadsheets and works in databases, coordinates a calendar that is constantly changing and proactively alerts the senior executive director to critical issues and upcoming events that will impact this calendar. This individual communicates on behalf of the senior executive director to various senior level members of the organization, both in writing and verbally.

In addition to the work described above, this person may be asked to support other team members who specialize in marketing and stewardship for our planned giving donors.

 

Specific Responsibilities:

Documents & Databases

• Independently responds to and composes correspondence.
• Proofreads and edits documents.
• Creates and maintains standard spreadsheets and/or databases.
• Prepares queries, reports, statistics, tables, charts, etc. based on information compiled from various sources.
• Determines format, elements, trends, etc.

 

Accounting

• Approves appropriate expenses, purchases and reimbursements per budget.
• Creates and maintains financial records.
• Prepares forms.
• Verifies appropriateness and accuracy of charges.
• Processes and reconciles expenses, accounting transfers, and/or appropriation changes.
• Updates financial transaction spreadsheets and databases.
• Generates summary reports and statistics.
• Processes routine payroll actions.
• Maintains accounting balances for grants/contracts.

 

Coordination

• Manages supervisor's and/or department calendars.
• Manages registration and travel.
• Organizes and coordinates events which may include creating timelines.
• Collects agenda items and background materials.
• Creates registrant profiles.
• Coordinates complex itineraries involving domestic and/or international travel, etc.
• Prepares annual event, conference and/or meeting budget.
• Verifies invoices and expense reports; and/or reconciles to budget.
• Other duties as assigned.

 

Contacts

• Screens and prioritizes incoming calls.
• Responds to inquiries.
• Provides basic interpretation of policies and procedures.
• Researches information to resolve problems or issues.

 

Miscellaneous 

• Performs other duties as assigned.

 

MINIMUM QUALIFICATIONS  (Education, experience, and any other certifications or clearances)

• Successful completion of a full 4-year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
• At least one year administration, customer service, or other relevant experience.

 

MINIMUM COMPETENCIES (Skills, knowledge, and abilities)

• Advanced knowledge of word processing, spreadsheet, email, and database software programs is required.
• Strong computer skills, especially in word processing, spreadsheets, database management and research, and report generation

 

PREFERRED QUALIFICATIONS (Education and experience)

• Experience in a law firm, development office and/or trust company.
• Demonstrated comfortability interacting with individuals who are more mature and seasoned in terms of life experience.

 

PREFERRED COMPETENCIES (Skills, knowledge, and abilities)

•  Proven ability to work with large, complex databases and ability to treat confidential data with discretion and sensitivity.
• Ability to interact with ease, and on a regular basis and mostly over the phone, with volunteers, donors, prospects and senior management personnel of the University.
• Ability to work independently while effectively managing multiple priorities and deadlines in a fast-paced, high-demand environment.
• Strong organizational skills, including attention to detail and commitment to accuracy.
• Strong communication skills, both written and spoken.
• A basic knowledge of budgeting and financial transaction procedures.
• High level of maturity and the ability to exercise discretion both within a small group and across the organization.
• Courteous and helpful customer service through the phone.
• Excellent interpersonal skills.
• Excellent skills in production of documents, file maintenance, data entry, and data retrieval.
• Proven experience navigating various levels of staff within a large organization.
• Talent for creating and streamlining administrative systems and functions to assure optimal use of departmental resources and data systems.

 

Benefits:
At Northwestern, we are proud to provide meaningful, competitive, high-quality health care plans, retirement benefits, tuition discounts and more! Visit us at https://hr.northwestern.edu/benefits/ to learn more.

Work-Life and Wellness:
Northwestern offers comprehensive programs and services to help you and your family navigate life’s challenges and opportunities, and adopt and maintain healthy lifestyles. We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://hr.northwestern.edu/well-being/ to learn more.

Professional Growth & Development:
Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you’re interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://hr.northwestern.edu/talent-development/ to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern’s non-discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.

 

Questions?

Apply FOR THIS JOB